Privacy Policy

Last updated: February 8, 2026
Effective date: February 8, 2026

1. Who We Are

ApplyTrace ("we," "our," or "us") operates the ApplyTrace job application tracking service. This Privacy Policy describes how we collect, use, and protect your information when you use our website and services.

Operator: ApplyTrace
Contact: contact@applytrace.com

2. Information We Collect

• Account data: Email address, display name, and authentication identifiers (via Firebase and our servers).
• Application data: Job titles, job URLs, job descriptions, resume text, updated resume text, application status, and notes you add.
• Q&A data: Questions you create and AI-generated responses linked to your applications.
• Technical data: Log data (e.g., IP address, request metadata) and analytics data (e.g., via Firebase Analytics), such as device and usage information.
• Cookies and similar technologies: We use cookies and similar technologies for authentication (e.g., Firebase), security (e.g., CSRF), and analytics.

3. How We Use Your Information

• To provide and operate the service (authentication, storing and displaying your applications and Q&A).
• To generate AI-assisted responses (e.g., cover letters, answers to your questions) by sending relevant content (resume, job description, questions) to our AI providers (OpenAI and/or AWS Bedrock).
• To improve and secure the service and for analytics.
• To communicate with you about the service. We may send email notifications related to your resume and job applications, with an option to opt out. We are not currently sending marketing emails; this may change in the future.

4. Third-Party Services

• Firebase (Google): Authentication and analytics. Their privacy policy: https://firebase.google.com/support/privacy
• OpenAI: AI response generation. Their privacy policy: https://openai.com/privacy
• AWS (Amazon Bedrock): AI response generation. Their privacy policy: https://aws.amazon.com/privacy/

We do not sell your personal information. We do not use your content to train AI models. This may change in the future if we determine it can improve the user experience.

5. Data Retention

We retain your data until you delete your account. For free accounts, we may treat an account as inactive after 90 days of no activity and apply the same retention and deletion practices as for deleted accounts where applicable.

6. After Account Deletion

When you delete your account, we delete your resumes and applications from our servers. We request deletion of conversation data from our AI platform(s) where available. We retain contact information and transaction information for accounting and legal reasons as required by law.

7. Data Export

You may download your data: resumes, responses to questions, and system-generated data related to your applications. This can be done through the service where we provide export functionality.

8. Your Rights

Depending on where you live, you may have the right to access, correct, delete, or port your data, and to object to or restrict processing. To exercise these rights or to delete your account and associated data, contact us at contact@applytrace.com. If you are in the European Economic Area or the United Kingdom, you may also have the right to lodge a complaint with a supervisory authority.

9. International Use

Our service is currently offered to users in the United States. This may change in the future. If you access the service from outside the United States, your data may be transferred to and processed in the United States and other countries where our service providers operate.

10. Security

We use reasonable technical and organizational measures to protect your data. No system is completely secure; we cannot guarantee absolute security.

11. Children

Our service is not directed at minors. Eligibility is determined by the local laws that apply to you for using our service. We do not knowingly collect personal information from minors. If we learn that we have collected such information, we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the new version and update the "Last updated" date. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact

For privacy and data requests: contact@applytrace.com